AR - Here @ ARC we use filemaker db that auto enters a number, next
item in getting the next number, based on the year received. MOST of
the time, year received = year manufactured.
number consists of the year (four digits) / item number (six digits) /
format (one digit)
so the computer records the 2539th CD that came in in 2010 as
2010 - 00259 - 2
then a label is attached to the archival bag that stores the
recording, that says : 102002537
But often we just print 10-2537 - since it is obvious it is a CD,
while the computer retains the full number.
an LP would look like 101002537
We do not ever expect to catalog more than 100,000 of any one format
in one year. We have two million recordings and have never had a
conflict with only six digits. We realize we will need to print the
century data one day on the label also.
We also enter the UPC code, and this is an incredible unique
qualifier. It would be sufficient for all new commercially released
Yours B. George
On Mar 21, 2011, at 3:14 PM, Aaron L. Rosenblum wrote:
> In arranging a ~1000 item institutional audio collection that spans
> (12" and 16" acetates, CS, CD, DAT, R-to-R, wire), content types
> (broadcasts, meetings, oral histories) and eras (1930s-2000s), I'm
> trouble settling on a numbering system to impose on the collection
> for use
> in our not-audio-specific database. I'd love to hear what any of you
> use in
> your collections or might recommend, on- or off-list.
> I'll spare you the run-down of my potential solutions, but suffice
> it to say
> they include a multi-part number including codes for media, content
> type and
> date, as well as a much simpler system leaving most of that
> information for
> for other fields in the database record. I'm also concerned about
> having a
> system that allows for new accessions to be integrated smoothly in
> the midst
> of the numbering system/collection, rather than being appended to
> the end.
> You can imagine the impact this has on physical order/shelving, etc.
> My current task only involves arrangement and description of the
> collection, but I may also be creating an RFP for the digitization
> of the
> collection in the near future, and would be happy to hear from
> digitization vendors in NYC and the surrounding area.
> Thanks for your time,
> Aaron Rosenblum
> *Processing Archivist*
> JDC Archives
> [log in to unmask] (subscribed to ARSClist from my personal e-
> mail -
> off-list replies can be sent to either)